Business Operations Specialist

Concurrent Technologies Corporation•Arlington, VA

22h•Onsite

About The Position

The Business Operations Specialist is responsible for the seamless and efficient strategic, administrative, and operational functioning of the day-to-day office operations in support of the Deputy Assistant Secretary of War for Safety and Occupational Health. This role provides high-level executive partnership, ensures the effective management of office resources, and maintains key business and administrative operations. The Specialist acts as a central point of coordination for all executive activities and plays a vital role in maintaining a productive, secure, and compliant workplace. In a rapidly changing world, preparedness is the key to success. As a part of the CTC Readiness Division, you will collaborate with experts and innovators to provide comprehensive cutting-edge strategies and solutions, innovative training technologies, and state-of-the-art analysis and decision support tools. Our readiness solutions improve safety and occupational health, support emergency response accountability, and ensure the continuity of vital operations. With CTC Readiness Division, you become part of a dedicated team shaping a safer, more secure future. Elevate your readiness posture and make a tangible impact in building a world that's better prepared for tomorrow’s uncertainties.

Requirements

Associate’s degree in business administration, management science, organizational leadership, or another related field, plus 6-8 years of experience or a BA/BS degree in related field, plus 4-6 years of experience or a MA/MS degree in related field, plus 2-4.
Minimum 4 years' relevant experience including policy analysis, task management, and staff coordination in a Defense or other federal headquarters organization.
Excellent communication, organization, and presentation skills with all levels of staff throughout the DoW.
Experience facilitating and participating in strategic level technical meetings and gatherings with DoW personnel and technical subject matter experts.
Experience in providing task management support, to include demonstrated superior writing and briefing skills
Working understanding of the Pentagon and the Office of Secretary of War roles.
Attention to detail

Nice To Haves

Experience working directly with DoD senior executive leadership within the Pentagon.

Responsibilities

Provide comprehensive executive and administrative support to the Deputy Assistant Secretary and other high-ranking personnel, acting as a primary point of contact and representative in various professional interactions, and managing all administrative details for calendar events and phone calls
Manage a complex and dynamic calendar, strategically prioritizing engagements, resolving conflicts, and ensuring the executive is prepared for all meetings with necessary briefing materials
Coordinate and manage special projects, track action items, and facilitate cross-department collaboration to ensure strategic initiatives are advancing
Prepare, review, and edit confidential correspondence, official communications, presentations, and other documents for internal and external distribution with a high degree of accuracy and executive-level quality.
Oversee and manage the flow of official tasks and correspondence using government-specific tracking systems, ensuring all suspense dates are met, responses are coordinated, and leadership is briefed on pending actions
Manage the action correspondence tracker to ensure notices to each Director on pending suspense dates are processed in a timely manner and briefed during synchronization meetings
Assist in the development, refinement, and implementation of office procedures to enhance operational efficiency and alignment with organizational goals
Serve as the primary liaison for scheduling and engagement matrix updating, controlling the flow of communication to and from the executive
Oversee records management and ensure compliance with Records Information Management requirements, including managing, organizing, and updating documents on the office’s SharePoint and Shared Drive sites
Assist with the training of Director’s records managers to ensure compliance with the appropriate Department of War (DoW) guidelines and enterprise records management.
Arrange complex domestic and international travel, including preparing detailed itineraries and processing expense reports
Organize and coordinate meetings, conferences, and events, including managing logistics, agendas, and technical support
Prepare and provide hardcopy read ahead materials and other deliverables for high-level meetings in a timely manner
Manage the secure handling and filing of sensitive and confidential information
Assuming other duties as assigned